DEPARTMENT OF NATIONAL DEFENSE

REPUBLIC OF THE PHILIPPINES

DEPARTMENT OF NATIONAL DEFENSE

CITIZEN’S CHARTER 2020 (2nd Edition)

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REPUBLIC OF THE PHILIPPINES

DEPARTMENT OF NATIONAL DEFENSE

CITIZEN’S CHARTER 2020 (2nd Edition)

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I. Mandate: A National Government Agency which shall maximize its effectiveness for guarding against external and internal threats to national peace and security, promote the welfare of soldiers and veterans, and provide support for social and economic development. (Section 15, Chapter 1, Subtitle II of Title VIII, Executive Order 292, s.1987 and Section 1 of Executive Order 112, s. 1999)

II. DND Vision 2028 A Defense organization that guarantees Philippines security, territorial integrity and sovereignty; a reliable partner in national development and a strategic player in the Asia-Pacific region.

III. DND Mission To defend against external and internal threats to territorial integrity and sovereignty, and promote the welfare of the people, in order to create a secure and stable environment conducive to national development. DND Proper Mission To defend against external and internal threats to territorial integrity and sovereignty, and promote the welfare of the people, in order to create a secure and stable environment conducive to national development.

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IV. Service Pledge We, the officials and employees of the Department of National Defense, commit to serve the public with utmost respect, enthusiasm, and excellence. We endeavor to continuously enhance our personnel competencies, and improve our methodologies, systems, processes, and services guided by the following core values: PATRIOTISM, PROFESSIONALISM, AND GOOD GOVERNANCE. We embrace an organization-wide outlook and attitude focused on the achievement of desired goals through clear supervision and control over the direction and progress of the Department’s activities, as well as harnessing of organizational loyalty and love of country. We strive to pursue with utmost dedication and vigor our responsibility towards the State and people, and maintain a distinct corporate defense identity committed to uphold the right to a secured environment for all Filipinos. We advocate transparency and accountability in our transactions with the public through the adoption of simplified and efficient procedures towards the eradication of red tape. We recognize that those who hold positions of public trust should be accountable for their performance to the public. We likewise acknowledge that external feedback linked to an effective rewards and punishment system must be required for proper accountability. This principle embodies and highlights our commitment to achieve a transparent and corruption-free establishment.

V. DND Quality Policy In the quest for performance excellence, the Department is committed to comply with the requirements and continually improve its Quality Management System (QMS) in formulating, implementing, and managing defense policies and objectives, and providing leadership and overall direction to all its bureaus and attached agencies in pursuit of the department’s mandate. (Version 4, s. 2019)

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LIST OF SERVICES

DND Proper External / Frontline Services 6 Availment of DND Government Internship Program (GIP) 7 Availment of On-the-Job Training (OJT) Program 10 Hotline 8888 Request 13 Processing and Payments of Claims 16 Request for Diplomatic Clearance 30 Request for Freedom of Information (FOI) 35 Request for Namesake Clearance 41 Request for Public Assistance – Referral 45 Internal / Non-Frontline Services 48 Availment of Information and Communications Technology (ICT) Technical Support 49 Request for Copy of the Approved Acquisition Decision Memorandum (ADM) for Projects under the Armed Forces of the Philippines (AFP) Modernization Program and Non-Modernization Projects 52 Special Internal Audit 55

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DND Proper

External / Frontline Services

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DND Proper

Availment of DND Government Internship Program

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1. Availment of DND Government Internship Program Hiring of Students and Out-of-School Youths to work in selected DND Proper offices

Office or Division: Office of the Assistant Secretary for Human Resource (OASHR) Classification: Frontline Service, Complex Type of Transaction:

G2C – Government to Citizens

Who may avail: Students and Out-of-School Youths (OSY), with age range of 18-25 years old

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Fully accomplished DND GIP Application Form, with 1”x1” picture (1 copy original)

Civilian Personnel Division (CPD), OASHR

Certificate of Good Moral Character (for students) (1 copy original)

School where the student-applicant is enrolled

Barangay Clearance (for OSY) (1 copy original)

Barangay Hall where the applicant resides

Resume (1 copy original) Applicant

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Proceed to the Office of the Assistant Secretary for Human Resource (OASHR) to secure and fill out DND GIP application form.

1. Issue DND GIP application form and inform the applicant to fill out the form.

None 1 Minute 20 Days Application Period

Administrative Officer V (HRMO III), Civilian Personnel Division, OASHR

2. Submit the fully accomplished application form, together with the documentary requirements.

2. Receive the completed application form.

2.1. Check proper accomplishment of the application form, qualifications of the applicant (age, educational attainment), and completeness and validity of supporting

None 1 Minute 5 Minutes

Administrative Officer V (HRMO III), Civilian Personnel Division, OASHR

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documents/ requirements;

2.2. Inform the applicant of the schedule of the interview, written test, and the procedural guidelines of the Program.

4 Minutes

3. Appear before the DND GIP Screening Committee.

3. The Committee conducts interview and recommends the selection of 60 successful GIP passers for SND’s approval.

None 1 Day Administrative Officer V (HRMO III), Civilian Personnel Division, OASHR

4. Receive results of the selection process and further instructions for successful applicants.

4. Notify applicants and post results of the selection through SMS message.

None 1 Day Administrative Officer V (HRMO III), Civilian Personnel Division, OASHR

None 5. Refer biodata of 60 successful GIP passers to the Defense Intelligence Security Group (DISG) for background check.

None 20 Days Conduct of Background Check

Administrative Officer V (HRMO III), Civilian Personnel Division, OASHR OG2, DISG

TOTAL: None 42 Days, 11 Minutes

Notes:

• The time required to undertake the background clearance depends on the conduct of the BI by the Defense Intelligence Security Group.

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DND Proper

Availment of On-the-Job Training (OJT) Program

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2. Availment of On-the-Job Training Program Acceptance of interns to perform tasks related to their particular course

Office or Division: Office of the Assistant Secretary for Human Resource (OASHR) Classification: Frontline Service, Complex Type of Transaction:


Who may avail: Students who are required to undergo OJT CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter of Request (1 copy original) Student-applicant Letter of Endorsement from the Learning Institution (1 copy original)

School where the student-applicant is enrolled

Accomplished Civil Service Commission (CSC) Form 212 revised 2017 or Personal Data Sheet (PDS) (1 copy original)

CSC website or OASHR

Barangay Clearance (1 copy original) Barangay Hall where the student-applicant resides

Police Clearance (1 copy original) Police Station closest to where the student-applicant resides

Result of Drug Test (1 copy original) Accredited Drug Testing Center National Bureau of Investigation (NBI) Clearance (1 copy original)

NBI Clearance Branch

Sketch of Residence (1 copy original) Student-applicant CLIENT STEPS AGENCY ACTIONS FEES TO

BE PAID PROCESSING

TIME PERSON

RESPONSIBLE 1. Submit letter

request, together with the documentary requirements.

1. Receive letter request and check completeness and validity of supporting documents.

None 10 Minutes

Administrative Officer II (HRMO I), Learning and Development Division, OASHR

2. Appear before LDD, OASHR.

2. Interview applicant.

None 15 Minutes Administrative Officer V (HRMO III), Learning and Development Division, OASHR

None 3. Request BI from DISG.

3.1. DISG to conduct BI.

None 30 Minutes (30 Days)

Administrative Officer II (HRMO I), Learning and Development Division, OASHR OG2, DISG

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None 4. Identify and request accommodation at receiving office. 4.1. Receiving

Office to screen applicant and provide feedback to OASHR.

None 4 Hours (1 Day)

Administrative Officer II (HRMO I), Learning and Development Division, OASHR

Admin Officer, Concerned Offices

5. Accomplish Liability Waiver Form

5. Receive accomplished Liability Waiver Form

None 10 Minutes Administrative Officer II (HRMO I), Learning and Development Division, OASHR

None 6. Secure authority for approval/ disapproval

None 2 Days Administrative Officer II (HRMO I), Learning and Development Division, OASHR

7. Receive results of the selection process and further instructions for successful applicants.

7. Inform applicant of approval/ disapproval

None 15 Minutes Administrative Officer II (HRMO I), Learning and Development Division, OASHR

TOTAL: None 33 Days, 5 Hours 20 Minutes

Notes:

• The time required to undertake the background clearance depends on the conduct of the BI by the Defense Intelligence Security Group.

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DND Proper

Hotline 8888 Request

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3. Hotline 8888 Request The DND Public Affairs Service receives Hotline 8888 complaints for the Department and its bureaus through the online portal, which are screened by the Hotline 8888 Citizens’ Complaint Center. The requesting parties may either be identified or anonymous.

Office or Division: Public Affairs Service (PAS) Classification: Frontline Service, Simple Type of Transaction:


Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Request letter / report received from Hotline 8888 Citizens’ Complaint Center (1 copy original)

Hotline 8888

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Call Hotline 8888 and lodge complaint

1. Receive request from the Hotline 8888 Citizens’ Complaint Center portal, and prepare referral to the office or bureau concerned;

1.1. Communicate to the complainant / sender of the action taken, if contact details are available

None 50 Minutes 10 Minutes

Administrative Officer IV (Information Officer II), Public Affairs Division, PAS

None 2. External process: Processing of complaint by appropriate DND office or bureau

None 2 Days, 4 Hours


3. Wait for action taken / response

3. Receive report from concerned officer or bureau;

None 10 Minutes

Administrative Officer IV (Information Officer II),

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3.1. Communicate

the response to Hotline 8888 Citizen’s Complaint Center;

3.2. Recommend ticket for closing

40 Minutes 10 Minutes

Public Affairs Division, PAS

TOTAL: None 2 Days, 6 Hours

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DND Proper

Processing and Payments of Claims

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4. Processing and Payments of Claims Processing of Disbursement Vouchers for the payment of creditor’s claims on

obligations from the Department.

Office or Division: Office of the Assistant Secretary for Financial Management (OASFM) and Administrative Service (AS)

Classification: Frontline Service, Complex Type of Transaction:

G2B – Government to Business Entity G2C – Government to Citizens G2G – Government to Government

Who may avail: Business Entities; Citizens and Government Agencies; Offices with Transaction/s with the Department

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Procurement Through Public Bidding: 1. Duly Approved Obligation Request and

Status (ORS) (3 copies) Procurement Branch, General Services Division, AS

2. Disbursement Voucher (3 copies) Procurement Branch, General Services Division, AS

3. Authenticated photocopy of the approved APP and any amendment thereto (1 copy)

Procurement Branch, General Services Division, AS

4. Approved contract supported by the following documents which are required under Republic Act (RA) No. 9184, Commission on Audit (COA) Circular No. 2009-0014 dated February 12, 2009, and COA Memorandum No. 2005-027 dated February 28, 2005 to be submitted to the Auditor’s Office within five (5) days from the execution of the contract:

A. Invitation to Apply for Eligibility to Bid (1 copy)

DND Proper Bids and Awards Committee (BAC)

B. Letter of Intent (1 copy) C. Results of Eligibility Check / Screening

(1 copy)

D. Bidding Documents enumerated under Section of the Revised Implementing Rules and Regulations (IRR) of RA No. 9184 which includes the following (1 copy):

1.a. A complete set of approved plans / drawings and technical specifications for infrastructure projects 1.b. Complete technical description of equipment, aircraft and accessories, scope of works, if applicable for goods, and rental and repair contracts

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1.c. Terms of Reference (TOR) for consultancy services

E. Minutes of Pre-Bid Conference (Approved Budget for Contract (ABC) ₱1.0 million and above) (1 copy)

F. Agenda and / or Supplemental Bulletins, if any (1 copy)

G. Bidders Technical and Financial Proposals (1 copy)

H. Minutes of Bid Opening (1 copy) I. Abstract of Bids (1 copy) J. Post-Qualification Report of Technical

Working Group (1 copy) K. DND Proper BAC Resolution declaring

winning bidder (1 copy) L. Notice of Post Qualification (1 copy) M. DND Proper BAC Resolution

recommending approval and approval by the Head of the Procuring Entity (HoPE) of the Resolution of the BAC recommending award of contract

(1 copy) N. Notice of Award (NOA) (1 copy) O. Performance Security (1 copy) P. Program of Work and Detailed Estimates

(1 copy) Q. Notice to Proceed, indicating the date of

receipt by the contractor (1 copy) R. Detailed Breakdown of the ABC (1 copy) S. Copy of the Approved Program Evaluation

and Review Technique (PERT) / Critical Path Method (CPM) Network Diagram and detailed computations of contract time (1 copy) – For construction projects only

T. Detailed Breakdown of the Contract Cost (1 copy) Ø Including the detailed breakdown of

estimates and / or unit cost analysis / derivation for each work item expressed in volume / area / lump sum / lot for infrastructure projects

Ø Indicating the following, among others, for consultancy services:

a. Schedule of basic rates certified by the consultant with a sworn statement

b. Derivation of the billing factor / multiplier certified by the

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consultant with a sworn statement

c. Detailed breakdown of reimbursable costs based on agreed fixed rates and actual costs

Ø Indicating costs and dates of acquisition of the equipment, quantities and cost of materials, spare parts, and supplies furnished by the contractor for janitorial / security / maintenance services

Ø Indicating the monthly lease payment and period of lease for lease contracts

5. Copy of Advertisement of Invitation to Bid / Request for expression of interest (1 copy)

Ø Printout copy of advertisement posted in the Philippine Government Electronic Procurement System (PhilGEPS)


Ø Certification from the Head of the DND Proper BAC Secretariat on the posting of advertisement at conspicuous places

Ø Printout copies of advertisement posted in agency website, if any

6. Documentary requirements under Sections 23.1 and 25.2b for infrastructure projects, 23.1 and 25.2a for goods and 24.1 and 25.2c for consulting services, of the Revised IRR of RA 9184 (1 copy)


7. Minutes of Pre-procurement Conference for projects costing above ₱5.0 million for infrastructure, ₱2.0 million and above for goods, and ₱1.0 million and above for consulting services (1 copy)


8. Bid Evaluation Report (1 copy) DND Proper Bids and Awards Committee (BAC) 9. Ranking of short-listed bidders for consulting

services (1 copy) DND Proper Bids and Awards Committee (BAC)

10. Post Qualification Evaluation Report (1 copy)


11. Printout copy of posting of NOA, NTP, and Contract of Award in the PhilGEPS (1 copy)


12. Evidence of Invitation of three observers in all stages of the procurement process


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pursuant to Section 13.1 of the Revised IRR of RA No. 9184 (1 copy)

13. Request for purchase or requisition of supplies, materials and equipment duly approved by proper authorities (1 copy)

End-user

Alternative Mode of Procurement: 1. Duly approved Obligation Request and

Status (ORS) (3 copies) Procurement Branch, General Services Division, AS

2. Disbursement Voucher (DV) (3 copies) Procurement Branch, General Services Division, AS

3. Purchase Order / Job Order / Letter Order / Contract, duly approved by the official concerned and accepted by the supplier (date of acceptance must be clearly indicated, especially when the time or date of delivery is dependent on or will be counted from the date of acceptance of the Purchase Order / Job Order / Letter Order / Contract) (1 copy)


4. Proof of posting of Invitation or request for submission of price quotation in the PhilGEPs website, website of the procuring entity and at any conspicuous place reserved for this purpose in the premises of the procuring agency for a period of seven calendar days in case of Shopping under Section 52.1(b) and Negotiated Procurement under Section 53.1 (two failed biddings) and 53.9 (small value procurement) of the Revised IRR of RA 9184. (1 copy)


5. Performance and Warranty Security except for shopping and negotiated procurement under emergency cases, small value procurement, lease of property and United Nation (UN) agencies (1 copy)


6. DND Proper BAC Resolution recommending and justifying to the Head of the Procuring Entity (HoPE) the use of alternative mode of procurement and approval by the HoPE of the DND Proper BAC Resolution recommending the award of contract (1 copy)


7. Proof of posting of Notice of Award (NOA) in the PhilGEPS website, the website of the procuring entity concerned, if available and at any conspicuous place reserved for this purpose in the premises of the procuring entity (1 copy)

Procurement Division, Administrative Service (AS)

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8. Approved Procurement Plan (1 copy) Procurement Division, Administrative Service (AS) 9. Request for purchase or requisition of

supplies, materials and equipment duly approved by proper authorities (1 copy)

End-user

10. Original copy of the delivery invoice showing the quantity, description of the articles, unit and total value, duly signed by the dealer or his representative and indicating receipt by the proper agency official of items delivered (1 copy)

Bidder

11. Inspection and Acceptance Report signed “Inspected by” the authorized agency inspector and signed “Accepted by” the authorized end-user to whom the item was delivered or the property officer if item is for stock (1 copy)

Technical Inspection & Acceptance Committee (TIAC)

12. Approval by the HoPE or his duly authorized representative on the use of the alternative methods of procurement, as recommended by the DND Proper BAC (1 copy)


13. Statement of the prospective bidder that it is not blacklisted or banned from bidding by the government or any of its agencies, offices, corporations or LGUs (1 copy)


14. Sworn Affidavit of the bidder that it is not related to the HoPE by consanguinity or affinity up to the third civil degree (1 copy)

Bidder

Commercial Transactions: Representation Expense: 1. Duly Approved Obligation Request and

Status (ORS) (3 copies) 2. Disbursement Voucher (3 copies)

End-user End-user

3. Original Invoice or Billing Statement with details of meals ordered (1 copy)

Supplier / Bidder

4. Certificate that the expenses are of public character and beneficial to the interest of the public services and approved in the exercises of the power and functions of OSND (1 copy)

End-user

5. Notice of Meeting (1 copy) End-user 6. Guest List or Attendance Sheet duly signed

by the attendees (1 copy) End-user

7. Official Receipt (upon payment) (1 copy) Supplier Training Expense/Special Activities: 1. Duly Approved Obligation Request and

Status (ORS) (3 copies) End-user

2. Disbursement Voucher (3 copies) End-user

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3. Original Invoice or Billing Statement with details of meals ordered (1 copy)

Supplier

4. Certificate that the expenses are of public character and beneficial to the interest of the public services and approved in the exercises of the power and functions of OSND (1 copy)

End-user

5. Approved Memo for the Activity with funding and POE (1 copy)

End-user

6. Three (3) quotations from venue or caterer (1 copy)

Suppliers

7. Abstract of Quotations (1 copy) End-user 8. Office Memo indicating names of participants

(1 copy) End-user

9. Signed Contract with venue or caterer (1 copy)

Supplier

10. Original Invoice / Billing Statement / Statement of Account (1 copy)

Supplier

11. Attendance Sheet duly signed by participants (1 copy)

End-user

12. Official Receipt (upon payment) (1 copy) Supplier Utilities / Communication Expense: 1. Duly Approved Obligation Request and

Status (ORS) (3 copies) End-user

2. Disbursement Voucher (3 copies) End-user 3. Original Billing Statement (1 copy) Supplier 4. Certificate that the expenses are of public

character and beneficial to the interest of the public services and approved in the exercises of the power and functions of OSND (1 copy)

End-user

Purchase of Common Goods / Supplies / Semi-Expendable Inventory Items:

1. Duly Approved Obligation Request and Status (ORS) (3 copies)

End-user

2. Disbursement Voucher (3 copies) End-user 3. Delivery Receipt (1 copy) Supplier 4. Original Invoice (1 copy) Supplier 5. Inspection and Acceptance Report (1 copy) Technical Inspection and Acceptance Committee 6. Inventory Custodian Slip (ICS) (1 copy) Supply Accountable Officer (SAO), AS 7. Approved Purchase Order (1 copy) Procurement Division, Administrative Service (AS) 8. Official Receipt (upon payment) (1 copy) Supplier

Remittance of Mandatory Deductions of Employees:

1. Duly Approved Obligation Request and Status (ORS) (3 copies)

Civilian Personnel Division, OASHR

2. Disbursement Voucher (3 copies) Civilian Personnel Division, OASHR 3. Remittance List (1 copy) Civilian Personnel Division, OASHR

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4. Official Receipt (upon payment) (1 copy) Concerned Government Entity (PhilHealth, HDMF, GSIS) or other Private Financial Institutions (AFPSLAI, AWMSLAI, AFPMPC, and others)

Transfer of Funds to Implementing Agencies: 1. Duly Approved Obligation Request and

Status (ORS) (3 copies) Office Primarily Responsible (OPR)

2. Disbursement Voucher (3 copies) Office Primarily Responsible (OPR) 3. Copy of MOA / Trust Agreement (1 copy) Office Primarily Responsible (OPR) 4. Copy of Approved Program of Work (for

infrastructure) (1 copy) Office Primarily Responsible (OPR)

5. Approved Project Expenditures or Estimated Expenses indicating the project objective and expected output (for other projects) (1 copy)

Office Primarily Responsible (OPR)

6. For GOCCs, Board Resolution ratifying the MOA in case of transfers not incorporated in the Corporate Operating Budget and/or beyond the signing authority of the Agency Head. (1 copy)

Office Primarily Responsible (OPR)

7. Certification by the Accountant that funds previously transferred to the Implementing Agency (IA) has been liquidated, post-audited and accounted for in the books. (1 copy)

Accounting Division, OASFM

8. Copy of the OR issued by the IA to the Source Agency acknowledging receipt of funds transferred (for post-audit activities) (1 copy)

Implementing Agency


PROCESSING TIME

PERSON RESPONSIBLE

1. Client proceeds to Finance Branch, AS or the Office Primarily Responsible (OPR) of the activity/program for submission of original invoice / billing statement / statement of account / delivery receipt

1. Accept documents submitted by clients and prepares Obligation Request Status (ORS) and Disbursement Voucher (DV) and attach the documentary requirements needed.

None 10 Minutes Concerned Staff of the Office Primarily Responsible (OPR)

None 2. Reviews and Certifies in Box A of both ORS and DV in accordance

None 10 Minutes Division Chief of the Office Primarily Responsible (OPR)

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with Manual of Approval.

None 3. OPR submits the signed ORS and DV to the Message Center, Budget Division, OASFM for recording in the logbook.

None 10 Minutes Receiving/Releasing Personnel of the Office Primarily Responsible (OPR)

None 4. Records and forwards to the Administrative Officer II of the Budget Division

None 5 Minutes Admin Officer, OASFM

None 5. Stamps the DV for the availability of funds, records the obligation in the Registry of Allotment, Obligations and Disbursements (RAOD) and assigns a control / serial number on the ORS form; prepares Routing Slip for the ORS then forwards to the Supervising Admin Officer of the Budget Division for review.

None 15 Minutes Administrative Officer II (Fiscal Examiner I), Budget Division, OASFM

None 6. Reviews the ORS, DV and supporting document; affix initial in Section B of the ORS form and forward all copies to the Chief of the Budget Division for approval and signature

None 10 Minutes Supervising Administrative Officer (Budget Officer IV), Budget Division, OASFM

None 7. Certify the allotment of funds

None 10 Minutes Chief,

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in Section B of the ORS and sign the stamp of fund availability in the DV; forwards to the Administrative Aide IV (Fiscal Clerk II) for forwarding to Accounting Division

Budget Division, OASFM

None 8. Forwards Approved ORS together with DV and supporting documents to Accounting Division

None 5 Minutes Administrative Aide IV (Fiscal Clerk I), Budget Division, OASFM

None 9. Stamps “Receive” the ORS and DV with supporting documents; indicate date of receipt and assign control number to the DV; then forwards to the Accountant III

None 10 Minutes Administrative Aide IV (Accounting Clerk I), Accounting Division, OASFM

None 10. Process and reviews DVs as to compliance with requirement checklist, check accuracy of computations made and compute tax due, if any. Initials on the lower left portion on Section C of DV then subsequently forwards to the Assistant Chief Accountant for review.

None 4 Hours Accountant III, Accounting Division, OASFM

None 11. Assistant Chief Accountant reviews DV and

None 2 Hours Assistant Chief Accountant,

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its supporting documents pursuant to COA Circular 2012-001, RA 9184 and other applicable laws, regulations and policies. Initials on the lower right portion of Section C of the DV. In both instances, forwards DV to the Chief Accountant.

Accounting Division, OASFM

None 12. Chief Accountant conducts final review on DVs in terms of propriety, authority, regularity and compliance to pertinent requirements. Signs certification in Section C of the DV then forwards DV to the Administrative Aide IV (Accounting Clerk I) of the Accounting Division for transmission to Finance Division, Administrative Service.

None 1 Hour Chief Accountant, Accounting Division, OASFM

None 13. Administrative Aide IV (Accounting Clerk I) forwards DV to Finance Branch, Administrative Service.

None 10 Minutes Administrative Aide IV (Accounting Clerk I), Accounting Division, OASFM

None 14. Administrative Aide III (Clerk I) of the Finance

None 5 Minutes Administrative Aide III (Clerk I), Finance Branch, AS

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Branch, AS receives DV.

None 15. Chief, Finance Branch checks DV as to payee and amount to be paid, initials on the lower right portion of the Section D of the DV and subsequently forwards DV with supporting documents to Chief, AS for the approval of DV.

None 5 Minutes Chief, Finance Branch, AS

None 16. Chief, AS approves the DV and affixes signature on the Section D of the DV; returns DV to the Finance Branch for processing of payment.

None 10 Minutes Chief, Administrative Service

None 17. Administrative Aide III (Clerk I) prepares check for payment of claims.


None 18. If payment is in the form of List of Due and Demandable Accounts Payable (LDDAP-ADA), Administrative Aide III (Clerk I) of the Finance Branch forwards approved DV to Accounting Division after recording in the logbook.


None 19. Administrative Aide IV

None 20 Minutes Administrative

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(Accounting Clerk I) prepares LDDAP-ADA then forwards to the Assistant Chief Accountant for review.

Aide IV (Accounting Clerk I), Accounting Division, OASFM

None 20. Assistant Chief Accountant reviews and initials below the name of the Chief Accountant then forwards LDDAP-ADA to the Chief Accountant.

None 10 Minutes Assistant Chief Accountant, Accounting Division, OASFM

None 21. Chief Accountant certifies LDAP-ADA; forwards to the Administrative Aide IV (Accounting Clerk I)

None 5 Minutes Chief Accountant, Accounting Division, OASFM

None 22. Administrative Aide IV (Accounting Clerk II) forwards DV to Finance Branch, Administrative Service.

None 10 Minutes Administrative Aide IV (Accounting Clerk II), Accounting Division, OASFM

None 23. Administrative Officer I (Cashier I) prepares Advice of Checks Issued and Cancelled (ACIC) for Checks / LDDAP-ADA and forwards to appropriate signatories for approval:

₱500k and below – C, AS & Chief, Finance Above ₱500k – USND & C, AS

None 1 Hour Administrative Officer I (Cashier I), Finance Branch, AS

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None 24. Administrative Officer I (Cashier I) submits copies of ACIC and LDDAP-ADA, whichever is applicable to Land Bank of the Philippines (LBP).

None 30 Minutes Administrative Officer I (Cashier I), Finance Branch, AS

None 25. Inform the creditors if the check is ready for pick-up, or the LDDAP-ADA was already prepared for them to issue Official Receipt upon crediting of payment to their account.

None 24 Hours (Check Payments) 48 Hours (LDDAP-ADA)

Administrative Officer I (Cashier I), Finance Branch, AS

26. Receives Check and Issues Official Receipt (OR) and Accomplish Box E of the DV for the Receipt of Payment.

26. Release Check to Creditors

None 5 Minutes Administrative Officer I (Cashier I), Finance Branch, AS

TOTAL: None

Checks: 2 Days, 2 Hours, 35 Minutes LDDAP-ADA: 3 Days, 3 Hours, 35 Minutes

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DND Proper

Request for Diplomatic Clearance

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5. Requests for Diplomatic Clearance Processing of Requests for Diplomatic Clearance for the Entry/Exit and Movement of Foreign Vessels and Aircraft in Philippine Territory

Office or Division: Defense Cooperation Division (DCD), Office of the Assistant Secretary

for Assessments and International Affairs (OASAIA) Classification: Frontline Service, Complex Type of Transaction:


Who may avail: Requesting Foreign Government and Entities through the Department of Foreign Affairs (DFA)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Endorsement letter (1 copy original) Intelligence Security Unit (ISU), Department of

Foreign Affairs (DFA) Note Verbale (1 copy original), including a statement that no aerial photography of any portion in the Philippines will be taken and submission of the following information: For Foreign State Aircraft: • Nationality, registration number, radio

call sign of aircraft; • Purpose of flight; • Name and rank of person in command

of aircraft; • Names of passengers and nature and

amount of cargo, if any; • Pertinent itinerary, namely:

- Point of origin and ultimate destination of flight;

- Last airport of call and next airport of call;

- Date, estimated time and point of penetration into Philippine Flight Information Region (FIR);

- Estimated time and point of penetration in Philippine Air Defense Identification Zone (PADIZ);

- Date and estimated time of arrival (ETA) in a designated Philippine airport;

- Itinerary while in the Philippines; and

Requesting Embassies and Consulates

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- Date and estimated time of departure (ETD) from designated Philippine airport.

For Foreign State Vessel:

- Name, nationality and bow numbers; - Type of vessel, to include

armaments; - Radio frequency and call sign; - Purpose of visit; - Point of origin and ultimate

destination of voyage, naming last port and next port of call;

- Route to be taken to and from ports of call in the Philippines;

- Name and rank of Commanding Officer and senior officers present aboard, if any, and number of complement;

- Cargo and/or troops carried on board, if any;

- ETA from designated port of call; and

- ETD from designated port of call. CLIENT STEPS AGENCY

ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Send the request for diplomatic clearance through facsimile, mail, or e-mail.

1. Receive and confirm receipt of the request with official endorsement from the DFA, together with complete details.

None 1 Minute Defense Research Officer II, Defense Cooperation Division, OASAIA

2. Receive acknowledgement of the request

2.1. Evaluate the requests and attachments.

None 5 Minutes Defense Research Officer II, Defense Cooperation Division, OASAIA

None 2.2. Directly refer/endorse the request to Office of the Assistant Chief of Air Staff for


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Intelligence (OA2) / OACAS for Plans (OA5) or OAC of Naval Intelligence and Security (ON2) / OACN Operations (ON5) as the case may be, with copies furnished to the Office of the Deputy Chief of Staff for Intelligence (OJ2), ODCS for Operations (OJ3), and ODCS for Plans (OJ5) and wait for their comments/recommendations within five (5) working days upon receipt of request.

None 2.3. Receive comments from OA2 / OA5 or ON2 / ON5 as the case may be, with copies of said comments furnished to OJ2, OJ3, and OJ5

None 5 Days (Including 2 working days if via courier from DND to OA2 / OA5 or ON2 / ON5 and another 2 working days if via courier from OA2 / OA5 or ON2 / ON5 to DND)

Defense Research Officer II, Defense Cooperation Division, OASAIA

3. Inform the requesting Embassies / Consulates of decision

3. Endorse to DFA the DND position.


TOTAL: None 5 Days, 11 Minutes

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Notes: • All requests for diplomatic clearance contained in the Note Verbale will be processed

by the designated DND point of contact, OA2/OA5 or ON2/ON5 as the case may be, and other relevant AFP offices (OJ2, OJ3, and OJ5) where necessary within 10 working days upon receipt of the endorsement letter from the DFA.

• Decision on the request whether favorable or unfavorable will be communicated by the designated DND point of contact to the DFA.

• All requests for extension of an already approved diplomatic clearance must be

received by the DND through the DFA at least three (3) weeks before the end of the effectivity of the approved diplomatic clearance stating therein the reason for the request of extension.

• The evaluation of the request for extension will be undertaken jointly by the designated

DND point of contact, OA2/OA5 or ON2/ON5 as the case may be, and other relevant AFP offices (OJ2, OJ3, and OJ5) within five (5) days upon receipt of the request from the DFA.

• Request for amendments on the substantial conditions set forth in the approved

diplomatic clearance will be regarded as a separate request and thus require a new Note Verbale from the Embassy or Consulate of the requesting country and endorsement letter from the DFA.

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DND Proper

Request for Freedom of Information

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6. Request for Freedom of Information (FOI) The Freedom of Information Program operationalizes the public’s right to information. Valid and granted FOI requests provide information and documents from the government hitherto unavailable to the public.

Office or Division: Public Affairs Service (PAS) Classification: Frontline Service, Highly technical Type of Transaction:



Duly signed/completed DND-FOI Request form (1 copy original)

Online at foi.gov.ph or dnd.gov.ph / Physical form from the Public Affairs Service

Government-issued identification card (2 copies original)

Bureau of Internal Revenue (BIR), Post Office, Department of Foreign Affairs (DFA), Philippine Statistics Authority (PSA), Social Security System (SSS), Government Service Insurance System (GSIS), Pag-IBIG


PROCESSING TIME

PERSON RESPONSIBLE

1. Accomplish and submit Request Form, obtained from the Public Affairs Service or online at dnd.gov.ph or foi.gov.ph

1. Receive request form

None 5 Minutes Administrative Officer IV (Information Officer II), Public Affairs Division, PAS

2. Provide additional information/ documents as required.

2.1. Receive

appropriate advice regarding request

2. Conduct initial evaluation;

2.1. If details are

incomplete or unclear, request clarification from requesting party.

2.2. If requested

information is available online at the DND website, foi.gov.ph or data.gov.ph, provide

None 20 Minutes


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requesting party with the link.

None 3. Log valid FOI Request on DND FOI Tracker/ Request Registry


4. Receive duplicate copy with time stamp and name of receiving officer.

4. Provide requesting party with file copy of request. (Scan if request is electronic or sent via email)


None 5. Draft initial evaluation and forward to LAS (FOI Processing Officer).

None 1 Hour Administrative Officer IV (Information Officer II), Public Affairs Division, PAS Or Chief, PAS

None 6. Assess request.

6.1. Coordinate with concerned offices.

6.2. Locate

information. 6.3. Prepare

schedule of all information located.

6.4. Consult other

officials with key interest.

None 6 Days 1 Day 1 Day 1 Day 1 Day

Attorney V, Legal Affairs Service

None 7. Endorse FOI request to FOI Decision Maker (USDP) either for approval / disapproval.

None 1 Hour

Chief, Legal Affairs Service

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None 8. Consider recommendation of FOI Processing Officer. 8.1. Review

content of documents and apply relevant exemptions.

8.2. Consider

comment/ advice of concerned officials.

8.3. Clear

response by seeking clearance of SND/head of agency, if necessary.

8.4. Finalize

response and endorse to PAS/FOI Receiving Officer

None 1Day 4 Hours 4 Hours 1 Day 1 Day

Undersecretary for Defense Policy

None 9. Receive final response from FOI Decision Maker (USDP)


None 10. Prepare information for release and filing

None 1 Hour


11. Receive requested information and documents, in case of approval;

11. Inform requesting party of denial, and

None 45 Minutes

Administrative Officer IV (Information Officer II),

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or Receive explanatory notice, in case of denial.

inform of option to appeal

11.1. Transmit documents / response through requesting party’s preferred channel; Update tracker/ eFOI portal, and save response

15 Minutes

Public Affairs Division, PAS

TOTAL: None 14 Days, 4 Hours, 55 Minutes

Notes:

• All FOI requests must be in writing. In case the requesting party is unable to make a written request due to illiteracy or disability, he or she may make an oral request, and the FOI Receiving Officer shall reduce it in writing.

• The date of receipt of the request will be either: (a) The day on which the request is physically or electronically delivered to the government office; or (b) If the government office has asked the requesting party for further details to identify and locate the requested information, the date on which the necessary clarification is received.

• When no clarification is received, the FOI Receiving Officer shall close the request 60 days after receipt and notification of the requestor.

• * If the records requested refer to another department, the request shall be immediately transferred to such appropriate department through the most expeditious manner and the transferring office must inform the requesting party that the information is not held within the 15 working day limit. The 15 working day requirement for the receiving office commences the day after it receives the request.

• If the records refer to an office not within the coverage of EO No. 2 (s. 2016), the requesting party shall be advised accordingly and provided with the contact details of that office, if known.

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• * If the information requested requires extensive search of the government’s office records facilities, examination of voluminous records, the occurrence of fortuitous events or other analogous cases, the FOI Receiving Officer shall inform the requesting party of the extension, setting forth the reasons for such extension. In no case shall the extension exceed twenty (20) working days on top of the mandated fifteen (15) working days to act on the request, unless exceptional circumstances warrant a longer period.

• A person whose request for access to information has been denied may file a written appeal within fifteen (15) calendar days from the notice of denial or from the lapse of the period to respond to the request. The appeal shall be decided by the Department Secretary upon the recommendation of the Central Appeals and Review Committee within thirty (30) working days from the filing of said written appeal. Failure to decide within the 30-day period shall be deemed a denial of the appeal.

• The denial of the Appeal by the Department Secretary or the lapse of the period to respond to the request may be appealed further to the Office of the President under Administrative Order No. 22, s. 2011.

• Upon exhaustion of administrative FOI appeal remedies, the requesting party may file the appropriate judicial action in accordance with the Rules of Court.

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DND Proper

Request for Namesake Clearance

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7. Request for Namesake Clearance A certification issued by the DND based on the results of the verification process conducted by the AFP on the requesting party’s reported namesake per the established Lookout List of the Department.

Office or Division: Office of the Assistant Secretary for Plans and Programs (OASPP), DND Office of the Deputy Chief of Staff for Intelligence, OJ2, AFP

Classification: Frontline Service, Highly Technical Type of Transaction:


Who may avail: Any Filipino Citizen of the Philippines upon the referral of the Department of Foreign Affairs (DFA) or the Bureau of Immigration (BIR)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request (1 copy original) Client provides the Letter Request Birth Certificate (1 photocopy) Any Philippine Statistics Authority (PSA)

Office / Branch Marriage Certificate (1 photocopy) Any Philippine Statistics Authority (PSA)

Office / Branch Affidavit of Denial (Department of Foreign Affairs) document; (1 photocopy)

Any Notary Public

National Bureau of Investigation (NBI) Clearance (1 photocopy)

Any NBI Office / branch

Valid ID (1 photocopy) Client provides said ID Checklist from the DFA (DFA document; 1 photocopy)

DFA / Other requesting Agencies

Personal History Sheet (original; to be filled up in the DND)

Admin Division, OASPP

Passport [if for renewal] (1 photocopy) DFA 2 2x2 ID photos Any Photo Studio / Imaging Center


PROCESSING TIME

PERSON RESPONSIBLE

1. Document Submission

Client submits complete documentary requirements for Namesake Clearance application, including the Personal History Statement (PHS) Form

1. Receive the application documentary requirements, and check the same for completeness.

None 1 Hour Intelligence Officer I, Program Performance Monitoring Division, OASPP

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None 2. Endorse to AFP-OJ2 for background investigation via letter signed by ASPP

None 10 Minutes Intelligence Officer I, Program Performance Monitoring Division, OASPP

None 3. Office of the Deputy Chief of Staff for Intelligence (OJ2), Armed Forces of the Philippines (AFP) to conduct Background Check and to endorse to DND the results of the same. 3.1. AFP-OJ2

submits the results of the Background Investigation to DND Proper (OASPP)

None 30 Days

AFP Action Officers

4. Receive advice

Client is informed on the results of his/her request.

4. Process Background Check Report and advise requesting party of the result through telephone, mobile

None 2 Days Intelligence Officer I, Program Performance Monitoring Division, OASPP

5. Receipt of Resulting Document. Personally appear at OASPP to affix thumb mark and picture on the Certification document, and receive the same. Customer Feedback Form is also filled up during this time.

5. Process the clearance by affixing the thumb marks and picture of the client, and release the clearance. Collect the accomplished Customer Feedback Form.

None 7 Days Intelligence Officer I, Program Performance Monitoring Division, OASPP

TOTAL: None 39 Days, 1 Hour, 10 Minutes

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Notes:

• Given the nature of the Namesake Clearance, a proposal to consolidate the same with the clearance issued by the National Bureau of Investigation (NBI), within the bounds of law, to reduce the requirements for clearances for passport applications and other related services. The coordination and the Complete Staff Work (CSW) is planned to be held during the first quarter 2019.

• In light of the nature of the issuance of Namesake Clearance, the time required by the Armed Forces of the Philippines (AFP) to undertake the background clearance may take longer.

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DND Proper

Request for Public Assistance – Referral

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8. Request for Public Assistance – Referral Public assistance is the service of the Department pertaining to processing complaints of general nature from the public. The response provided to these requests are in the form of referrals to the appropriate agency or bureau.

Office or Division: Public Affairs Service (PAS) Classification: Frontline Service, Simple Type of Transaction:



Duly completed Request for Assistance form / Letter-request / E-mail message (1 copy original)

Physical request form from the Public Affairs Service

Government-issued identification card (1 copy original)

Bureau of Internal Revenue (BIR), Post Office, Department of Foreign Affairs (DFA), Philippine Statistics Authority (PSA), Social Security System (SSS), Government Service Insurance System (GSIS), Pag-IBIG


PROCESSING TIME

PERSON RESPONSIBLE

1. Proceed to the DND Proper Public Assistance Section

1. Issue Public Assistance Request and Feedback Form

None 6 Minutes Administrative Officer IV (Information I), Public Affairs Division, PAS

2. Provide additional information

2. Interview the requesting party for additional information

None 20 Minutes

Administrative Officer IV (Information I), Public Affairs Division, PAS

3. Wait for action taken / advice

3. Process request Coordinate with concerned DND offices / bureaus / agencies / government office; or Prepare endorsement letter to concerned DND bureaus or government agencies

None 20 Minutes Administrative Officer IV (Information I), Public Affairs Division, PAS

4. Receive instructions from

4. Release advice or referral letter to

None 10 Minutes

Administrative Officer IV

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the action officer before leaving the DND Public Affairs Service

requesting party and concerned office

(Information I), Public Affairs Division, PAS

FOR MAILED OR ONLINE REQUESTS 1. Send request 1. Receive the request

and communicate with the client if necessary 1.1. Prepare the

referral letter to the appropriate office, agency or bureau

1.2. Send the referral letter to the concerned agency and acknowledgement letter to the client on the action taken.

None 1 Day

Administrative Officer IV (Information I), Public Affairs Division, PAS

None 56 Minutes or 1 Day

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DND Proper

Internal / Non-Frontline Services

Page 49 of 60

DND Proper

Availment of Information and Communications Technology Technical Support

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9. AVAILMENT OF ICT TECHNICAL SUPPORT The ICT Technical Support Service is provided for the maintenance of DND Proper Government Owned ICT resources to maintain functionality of devices and peripherals used by organic employees of the DND.

Office or Division: Management Information System Service (MISS) Classification: Non-Frontline Service, Simple Type of Transaction:

G2G – Government to Government

Who may avail: DND Proper Employees (Civilian, Military, Contract of Service, Job Order)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE None NA

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Call the Management Information System Service (MISS) Technical Support Service PABX Hotline Number at 4357 using the DND PABX Line Network

1. Classify the Call and Record to the Call Log Sheet the Date and time of call and refer to the next available Technician

None 2 Minutes Administrative Assistant V, System Analysis and Network Management Division, MISS

2. Provide all the Relevant Information such as incidents prior to the concern which are requested by the Assigned Technical Support Representative.

2. The Technical Support Representative will assess all the Information gathered during the call and provide initial troubleshooting steps to be done by the Client during the call.

None 8 Minutes Computer Maintenance Technologist II Or Computer Maintenance Technologist III, System Analysis and Network Management Division, MISS

3. Wait for the Deployed Technical Support Representative from your Office Location and Assist the TSR to the specific ICT Equipment subject to troubleshooting.

3. In the Event that the initial troubleshooting Instructions failed to resolve the concerned issue, The TSR will be deployed to the Client's Office Location

None 1 Hour Computer Maintenance Technologist II Or Computer Maintenance Technologist III,

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for extensive troubleshooting and resolution.

System Analysis and Network Management Division, MISS

4. Acknowledge the Technical Support Service Rendered and provide feedback by filling the ICT Maintenance Form provided by the Technical Support Representative.

4. The Technical Support Representative will suggest preventive steps if any, to the Client to prevent recurrence of the Issue.

None 5 Minutes Computer Maintenance Technologist II Or Computer Maintenance Technologist III, System Analysis and Network Management Division, MISS

TOTAL: None 1 Hour, 15 Minutes

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DND Proper

Request for Copy of the Approved Acquisition Decision Memorandum for Projects under

the Armed Forces of the Philippines Modernization Program and Non-Modernization Projects

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10. Request for a Copy of the Approved Acquisition Decision

Memorandum for Projects under the AFP Modernization Program and Non-Modernization Projects The End-User/DAS Assessment Team/Technical Working Group/Concerned Bids and Awards Committee requested for the Acquisition Decision Memorandum (Modernization/ Non-Modernization), the document is already approved and this is an important document that will mark the start of the procurement process

Office or Division: Office of the Assistant Secretary for Logistics and Acquisition (OASLA)

Classification: Non-Frontline Service, Simple Type of Transaction:


Who may avail: End-User; Project Technical Working Group; Project Management Team (PMT) ; Concerned Bids and Awards Committee (BAC)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request of the requesting party stating the purpose of the requested documents (1 copy original)

From the Requesting Party (End-User / Defense Acquisition System Assessment Team [DASAT]) / Technical Working Group (TWG) of the Project / End-User

Document Reproduction Form (1 copy original)

Admin Division, OASLA


PROCESSING TIME

PERSON RESPONSIBLE

1. Proceed to the Office of the Assistant Secretary for Logistics and Acquisition (OASLA) to secure and fill out the Document Reproduction Form (DRF) The requesting party should prepare the letter request stating the purpose of the requested document especially if the project contains Classified Documents.

1. Issue the Document Reproduction Form and inform the requesting party to fill out the form

None 8 Minutes Records Custodian for AFPMP, OASLA or Records Custodian, OASLA

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2. Submit the duly accomplished Document Reproduction Form (DRF) together with the Letter request

2. Receive the completed Document Feedback Form and Letter Request

2.1. The Head of Office or his duly Authorized Representative approves the Issuance of the requested document

2.2. The Records Custodian to Photocopy and Certify the requested documents

None 1 Minute 1 Minute 1 Hour

Records Custodian for AFPMP, OASLA or Records Custodian, OASLA Assistant Secretary for Logistics and Acquisition Records Custodian for AFPMP, OASLA or Records Custodian, OASLA

3. Receive the requested documents

3. Release and issue the requested documents duly certified.

None 2 Minutes Records Custodian for AFPMP, OASLA or Records Custodian, OASLA

TOTAL: None 1 Hour, 12 Minutes

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DND Proper

Special Internal Audit

Page 56 of 60

11. SPECIAL INTERNAL AUDIT The Special Internal Audit is one of the services provided by the Internal Audit Service in line with its fundamental role of assisting the Department Secretary in promoting effective, efficient, ethical and economical operations by appraising the adequacy of internal controls in the organization, consistent with the laws, rules, regulations, policies, and standards.

Office or Division: Internal Audit Service (IAS) Classification: Non-Frontline Service, Highly Technical Type of Transaction:


Who may avail: Secretary of National Defense; DND Proper Process Owners; Head of the DND Bureaus and attached agencies;

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Memorandum Request to conduct special internal audit approved by the Head of the Agency / process owner and the Secretary of National Defense (1 photocopy)

DND Proper Process Owner; DND Bureaus or attached agencies;

Memorandum / Directive from the Secretary of National Defense to the Internal Audit Service to conduct internal audit; (1 copy original)


Required documents and records as needed to substantially support the audit findings and serve as audit evidence. (1 photocopy)



PROCESSING TIME

PERSON RESPONSIBLE

1. Submit original copy of Memorandum Directive approved by the Secretary of National Defense together with a photocopy of Memorandum Request to conduct special internal audit.

1. Receive the required documents and check for completeness.

None 5 Minutes Administrative Assistant III, IAS

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None 1.1. If found complete, forward said documents to the Chief, IAS

None 5 Minutes Administrative Assistant III, IAS

None 1.2. Assign audit team / division who will conduct the special internal audit;

None 15 Minutes Chief, IAS

None 1.3. Prepare to conduct internal audit based on the process prescribed by the Philippine Government Internal Audit Manual (PGIAM), IAS Work Instruction, and other relevant rules and procedures.

None Based on timeline approved by SND and / or the set timeframe per approved Audit Program

Assigned Audit Team headed by the Chief, Management Audit Division, IAS Or Chief, Operations Audit Division, IAS

2. Attend the Opening Meeting on date agreed between them of the assigned audit team.

2. Conduct an Opening Meeting in coordination with the auditee;

None

1 Day Assigned Audit Team headed by the Chief, Management Audit Division, IAS Or Chief, Operations Audit Division, IAS

3. Cooperate with the audit team on the conduct of audit execution and submit the documents and records as needed to support the audit findings.

3. Conduct audit execution (audit interview, site inspection, audit trail, walkthrough, data gathering and documentation, prepare audit worksheet, and other appropriate audit methodologies)



4. Attend the Closing Meeting on date agreed between them of the audit team.

4. Conduct a Closing Meeting in coordination with the auditee.

None 1 Day Assigned Audit Team headed by the Chief, Management Audit Division, IAS

Page 58 of 60

Or Chief, Operations Audit Division, IAS

5. Submit “Management Comments” on the audit findings presented by the audit team.

5. Receive and organize “Management Comments” from the auditee.

None 10 Days Assigned Audit Team headed by the Chief, Management Audit Division, IAS Or Chief, Operations Audit Division, IAS

None 5.1. Prepare and submit Final Audit Report with appropriate recommendations for approval.



None 5.2. Top management receive, review, and approve the Final Audit Report

None 6 Days Undersecretary of National Defense Secretary of National Defense

6. Receive the Final Audit Report

6. Secure a receiving copy of the Final Audit Report submitted to the auditee.

None 1 Day Assigned Audit Team headed by the Chief, Management Audit Division, IAS Or Chief, Operations Audit Division, IAS

TOTAL: None 19 Days, 25 Minutes and based on approved timeline by SND and/or the set timeframe per approved Audit Program

Page 59 of 60

FEEDBACK AND COMPLAINTS MECHANISM How to send feedback or file a complaint

Answer the Client Feedback Form and drop it at the designated drop boxes located at the First, Second, and Third Floor landings of the DND Building in Camp General Emilio Aguinaldo, Quezon City. Or you may contact us at: Website at www.dnd.gov.ph; Email: [email protected]; Telephone Numbers: (02) 8982 5679 or (02) 8911 6001 local 8229; Visit the Public Affairs Division of the Public Affairs Service

How feedbacks are processed

The Public Affairs Division, Public Affairs Service checks the email and website on a daily basis, while the suggestions boxes are checked every Frist Monday of the month. Feedback requiring answers are forwarded to the relevant offices.

How to file a complaint? Complaints can be filed through the drop boxes located at the First, Second, and Third Floor landings of the DND Building in Camp General Emilio Aguinaldo, Quezon City. You may also file a complaint via: Website at www.dnd.gov.ph; Email: [email protected]; Telephone Numbers: (02) 8982 5679 or (02) 8911 6001 local 8229; Visit the Public Affairs Division of the Public Affairs Service

How complaints are processed

The Public Affairs Division, Public Affairs Service checks the email and website on a daily basis, while the suggestions boxes are checked every Frist Monday of the month. Upon evaluation, PAS shall forward the complaint to the relevant office for their explanation (ex. DND Proper processes – USDO as the DND Quality Management Representative [QMR], Personnel related matters – OASHR, Procurement – OASLA, AFP operations – OASPP, etc.)

Contact Information of CCB, PCC, ARTA

Contact Center ng Bayan (CCB) Hotline: 1-6565 Email: [email protected] SMS: 0908-881-6565 Website: www.contactcenterngbayan.gov.ph Presidential Complaint Center (PCC) Hotline: 8888 Email: [email protected] Address: Bahay Ugnayan, JP Laurel Street, Malacañang, Manila Telefax: (02) 8736 8621 ARTA: Hotline: 1-ARTA (2782) Email: [email protected]

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OFFICE ADDRESS CONTACT

INFORMATION Office of the Assistant Secretary for Human Resource (OASHR)

Room 101, DND Bldg., Camp General Emilio Aguinaldo, Quezon City

(02) 8982 5600 local 5670

Office of the Assistant Secretary for Financial Management (OASFM)


(02) 8982 5600 local 5664

Office of the Assistant Secretary for Assessments and International Affairs (OASAIA)


(02) 8982 5600 local 5653

Office of the Assistant Secretary for Plans and Programs (OASPP)


(02) 8982 5600 local 5650

Office of the Assistant Secretary for Logistics and Acquisition (OASLA)


(02) 8982 5600 local 5653

Administrative Service (AS)

DND Annex Bldg. AS, DND, Camp General Emilio Aguinaldo, Quezon City

(02) 8982 5600 local 5631

Public Affairs Service (PAS)

DND Annex Bldg. PAS, Camp General Emilio Aguinaldo, Quezon City

(02) 8982 5600 local 5679

Management Information System Service (MISS)


(02) 8982 5600 local 5698

Internal Audit Service (IAS)

Basement (North Wing), DND Bldg., Camp General Emilio Aguinaldo, Quezon City

(02) 8982 5600 local 5688